Payroll and Office Support Specialist

City of Gainesville, GA

Gainesville, GA

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JOB DETAILS

SALARY

$50,107.20–$63,918.40 Per Year

SKILLS

Accounting, Accounting Software, Administrative Skills, Analysis Skills, Best Practices, Billing, Bookkeeping, Class C License, Communication Skills, Compensation and Benefits, Computer Skills, Credit Union, Data Import/Export, Delivery Management, Detail Oriented, Disability Insurance, Driver's License, Employee Benefits, Employee Orientation, Employee Terminations, Expense Tracking, Federal Laws and Regulations, High School Diploma, Human Resources, Internal Audit, Mail Processing, Mathematics, Microsoft Access Database, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Operating Systems, Payment Processing, Payroll Administration, Payroll Software/Services, Payroll Tax, Policy Analysis, Policy Development, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Purchase Orders, Quality Control, Quality Metrics, Regulations, Reporting Skills, Retirement Plan, Retirement Planning, Safety Equipment, State Laws and Regulations, State Tax, Tax Regulations, Telephone Skills, Time Management, Training/Teaching, Tuition Reimbursement, Vendor/Supplier Selection, Worker's Compensation, Workplace Issues, Writing Skills

LOCATION

Gainesville, GA

POSTED

3 days ago

Salary : $50,107.20 - $63,918.40 Annually
Location : 300 Henry Ward Way, Gainesville, GA
Job Type: Full Time
Job Number: 01045
Department: Human Resources
Opening Date: 05/08/2026
Closing Date: 7/7/2026 11:59 PM Eastern

Summary

Responsible for performing payroll administration tasks on a daily basis with the objective of ensuring payroll is computed and processed accurately and timely. Must be able to use considerable judgment and take initiative as required to perform and resolve human resources and/or payroll related tasks while working independently with limited supervision. Act as a liaison between employees, departments, and human resources or other third party representatives where payroll administration is concerned.
Job Duties
Payroll Related Duties:

Processes biweekly payroll for city employees, including special payroll related entries and reports for certain pay cycles throughout the year.

Proration of benefit deductions as needed.

Receives and sets up new garnishments in the payroll processing system.

Verifies electronically housed reports are saved to proper drive on network.

Confirms employment verification requests from third parties.

Calculates wage statements for Worker's Compensation.

Provides training and prepare training materials for others involved in payroll processing; including ensuring payroll processing guide is current with steps to successfully complete all phases of payroll.

Creates, maintains, and updates all employee records pertaining to pay rates, status changes, name changes, deductions, or any special pay codes.

Provides detailed reports to requesting departments monthly or as needed.

Assists auditors annually.

Process annual payroll census.

Archives payroll records using the records retention schedule.

Prepares and saves all reports needed for payroll and retirement processing.

Periodically performs internal audit of various payroll transactions and voluntary & involuntary deductions.

Support Specialist Related Duties:

Provides front office reception duties by answering phone calls and assisting visitors.

Manages daily mail delivery and pick-up for department.

Processes employee birthday cards monthly.

Submits and follows up with work orders for the department.

Receives and reviews accuracy of invoices, determines if materials are received and priced correctly, checks discounts and tax exemptions are applied to purchases, processes invoices for payment, and checks coding of invoices in order to ensure expenses are coded in accordance to the City's accounting system.

Submits purchase orders and ensures vendor packet has been completed by new vendors.

Ensures personnel files and accounts are inactivated for departing employees.

Sends Plan A retirement paperwork to terminated employees.

Provides assistance to HR staff as needed for special projects/programs.

Benefits Back-Up Duties (in the absence of the Benefits Administrator):

Answers employee benefit inquires.

Works with benefit vendors.

Preps and leads monthly new hire orientation.

Processes benefit elections in the Benefits and Payroll platform.

Handles benefits vendor file feeds and coverage related items.

Other duties as assigned for the Payroll and Office Support Specialist role.

Minimum Qualifications

Education and Experience:

High School Diploma or G.E.D., Associates Degree preferred.

Extensive knowledge of FLSA, Federal and State payroll tax regulations and payroll preparation and processing highly preferred.

Five years bookkeeping and/or accounting clerk experience or related experience in a similar environment which provides knowledge of generally accepted bookkeeping principles and a general knowledge of office procedures.

Must have strong computer skills with an ability to learn new methods and operating systems specifically Microsoft Office Suite (Outlook, Word, Excel and Access).

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

Valid Class C Driver's License and satisfactory motor vehicle record.

Knowledge, Skills, and Abilities:

Effectively communicate complex and confidential pay issues to employees and department administrators as well as provide ongoing support and problem resolution to assist with payroll related questions.

Ability to maintain confidentiality.

Ability to recognize and meet deadlines in a stressful environment.

Ability to create and modify from simple to complex Microsoft Access queries and reports.

Must be proficient in Microsoft Excel - requires using excel to import data from database.

Ability to deal courteously and diplomatically with employees, other agencies, and the public.

Ability to multitask, organize, plan, control and coordinate individual and group assignments.

Must have excellent attention to detail.

Strong analytical and problem-solving skills.

Ability to perform semi-complex mathematical calculations with a high degree of accuracy.

Excellent oral and written communications skills.

Ability to convey information in a clear and concise manner.

Remain current on new legislation and regulatory ruling impacting payroll.

In collaboration with Administrative Services, evaluate and analyze existing payroll policies and procedures, and draft, propose, or implement changes and/or create quality control measures leading to best practice operations.

Must be capable of developing alternative recommendations to issues regarding area of responsibility.
Supplemental Information

This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.
The City of Gainesville is an equal opportunity employer. The City of Gainesville prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. The City of Gainesville conforms to the spirit as well as to the letter of all applicable laws and regulations.
Overview
Part of the City of Gainesville's success is due to the efforts and loyalty of City employees. Gainesville offers a comprehensive benefits package to its employees and retirees. In assessing our comprehensive programs, the City has taken great care to seek a fair balance between business needs and employment security. There are many options available which afford City staff with coverage to best suit individual and family needs. In many cases, deductions are available on a pre-tax basis.

City Benefits Paid at 100%

Employee Assistance Program
Employee Clinic & Wellness Center
GMEBS Retirement Plan (select positions)
Life Insurance (up to $75,000)
Paid Holidays (10)
Paid Jury Duty Leave
Paid Military Leave
Paid Time Off (PTO)
Protective Safety Equipment
Short-Term Disability Insurance (After 12 months of employment)
Tuition Reimbursement (After one year of employment)
Uniforms (select positions)
Workers' Compensation

Supplemental Benefits

Accident
Critical Illness
Death and Dismemberment
Deferred Compensation
Dental
Flexible Spending Account (FSA)
Health Savings Account (HSA)
Long-Term Disability
Medical
Plan A Retirement (50% City paid - select positions)
Vision
Voluntary Life Insurance

Other Benefits

Biweekly Paycheck
Credit Union
Direct Deposit
Discount PC Purchase Plan
Employee Recognition Events
Employee Wellness Opportunities
Free Flu Shot
Free Parking
Health and Benefits Fair

About the Company

City of Gainesville, GA

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